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4 The Office is committed to providing the Best in Class copiers and multifunction devices with the most up to date security features. As such, we also are committed to helping customers maintain a secure network environment, particularly as it relates to the use of copier and multifunction products (MFPs) - those that print, copy, fax and scan. Since all or most Copiers and MFPs, regardless of vendor, contain hard drives and software, they require security precautions. Please note that not all devices have Hard Disk Drives, we encouraged you to ask for specific security information on the device you are considering.

Precautions you can take to protect your business and information:

  • Ensure that your new device comes with Hard Drive Disk Overwrite and or Data Encryption. These features may be an option with some devices and or manufacturers.
  • If you have a Hard Disk Image Overwrite or Data Security Kit installed, always make sure you are properly utilizing and monitoring it.
  • If you are upgrading, removing or disposing of your device and it does not come with Hard Disk Overwrite, Image Overwrite, HDD Encryption, you may want to remove the hard drive from the device. This may involve a fee from your copier vendor.
  • Always change the default password and or user name on your devices internal web interface.
  • Understand the Security Functions, Features, Options and Processes of your device. 
  • If you lease a device, the leasing company will require that upon return it is operational. See below, how 4 The Office may be able to assist you in doing so.
  • If you are required to follow certain federal regulations and standards, you must be aware of how you and your device can meet or exceed those standards.
  • Who is at risk? Everyone. Those that are at higher risk are the Medical, Legal, Financial, Education, Banking, Mortgage and the Auto Industries. These industries constantly collect customer information such as social security numbers, pay stubs, W2's, drivers license numbers, credit reports, bank statements and more sensitive information. Additionally, Copy and Print Centers including Public Copiers at local libraries may be at risk, if you use them frequently.

4 The Office Standard Practices

  • Upon request, every 4 The Office customer can request information related to their device.
  • Upon removal of your current device, 4 The Office will make every effort to advise you of any vulnerabilities on your device. We may also request you contact your current dealer or manufacturer.
  • If you have a device from a Manufacturer that we represent, 4 The Office will provide you with a very affordable solution to protecting your data while keeping your device operational. It will include removing your current Hard Drive, transferring custody to you and replacing it with a new Hard Drive. We will also install the necessary Manufacturer's System Software/Firmware so that the device is still capable of operating properly if being returned to a leasing company, dealer, traded in, re-purposed or privately sold.
Have you protected your information?
It's been nearly five years since a national news story exposed the possible risks of Hard Drives on copiers, printers and multifunction devices. Where are we today? The following story would tell us that companies may have ignored those risks because information is still being accessed on devices.

Xerox Copier and Multifunction Device Security
Copier and Printer Security, Hard Disk Drive Securirty

Xerox® devices built on ConnectKey® Technology include McAfee® technology integration, resulting in the industry’s first lineup of multifunction printers that protect themselves from potential outside threats. McAfee’s whitelisting technology ensures only safe, pre-approved files or functions are executed on your devices, minimizing the need to manually update software levels against new security threats. Also, seamless integration with the Xerox® Managed Print Services toolset and McAfee ePolicy (ePO) allows for easy tracking and monitoring. Plus, automatic Cisco® TrustSec Identity Services Engine (ISE) integration provides comprehensive visibility of all of these MFPs’ endpoints to enforce IT-centric security policies and compliance.

Connect Key Virtual Demo

Hard Disk Image Overwrite- All Xerox Connect Key Products come standard with Hard Disk Image Overwrite. It is highly recommended that you have this feature turned on. Hard Disk Image Overwrite can be set to overwrite your hard drive and data manually on demand, after every job or it can be scheduled to do so on a regular basis. You will also receive a report from your device that states whether or not the image overwrite was successful.

What is McAfee whitelisting? 

The whitelisting approach is fundamentally based on the identification of “known good” files for an IT environment and allowing only these “known good” files to execute on the system. Essentially, it’s allowing only what’s known to be good and stopping everything else that’s unknown. The default policy is to deny execution unless a software program has been explicitly added to the whitelist.

Xerox Devices that do not come standard with Connect Key, McAfee or Cisco capabilities may use Hard Disk Overwrite and/or Hard Disk Encryption. Please view specifications below for each device. If you are in need of additional information you may contact us.

Download the Xerox Security Document

Download the Xerox McAfee Partnership Document

Download the Xerox Connect Key Document

Sharp Copier and Multifunction Device Security
Copier and Printer Security, Hard Disk Drive Securirty

Sharp Optional Data Security Kits protect and control the major MFP systems and subsystems (print, copy, scan, fax jobs, network settings, memory components, local user interface). The Sharp data encryption method uses the 256*-bit Advanced Encryption Standard (AES) algorithm on all data before it is written to RAM and the hard disk drive. It also provides overwriting routines (up to 7-times overwrite) to ensure that all information is virtually irretrievable by unauthorized users. In addition, an End-Of-Lease feature ensures that all data is erased before returning, or relinquishing control of the MFP.

If you are in need of additional information you may contact us.

Download Sharp Security Suite Document

Download Sharp Security Kit Chart

Kyocera Copier and Multifunction Device Security
Copier and Printer Security, Hard Disk Drive Securirty

Kyocera offers Optional Data Security Kits for copiers and multifunction devices. These Data Security Kits Protect your company's confidential documents.

  • Optional Kits for Multifunctional Products (MFP) and Printers
  • Provides Data Overwrite Technology (up to three times)
  • Manual and Automatic Deletion Processes
  • Password Protection
  • Protects company information and assets at device level
  • Common Criteria Certification (ISO15408)
  • EAL3 Level Conformance and Validation 

If you are in need of additional information you may contact us.

Download the Kyocera Security White Paper Here

A Guide for Businesses from the Federal Trade Commission
According to the Federal Trade Commission (FTC), the nation’s consumer protection agency, your information security plans also should cover the digital copiers your company uses. If the data on your copiers gets into the wrong hands, it could lead to fraud and identity theft.